Smallpox Vaccine Clinic Operations and Management

1. Smallpox Vaccine Clinic Operations and Management Department of Health and Human Services Centers for Disease Control and Prevention December 2002

2. Smallpox Vaccine Clinic Operations and Management • Learning Objectives • Describe the overall process/logistics for smallpox preparedness vaccination clinics • Use the CDC recommendations to equip and organize clinic operations so that vaccination proceeds safely and effectively • Establish workstations and job functions within the clinic for medical screening, vaccination, vaccinee education, and emergency response to adverse reaction

3. Program Issues: General Concepts • Vaccination limited to Public Health Smallpox Response Teams and hospital-based Healthcare Smallpox Response Teams • Sites established considering population density, hospital clusters, judicious use of vaccine, vaccine security, and accessibility

4. Program Issues: General Concepts • Vaccinators should be vaccinated before or at the time clinic begins • Emphasis will be on safe, efficient vaccination of personnel on Public Health or Healthcare Response Teams • Control and security of clinic process will be essential

5. Pre-Clinic Issues: Facility and Team Identification • States to poll hospitals for willingness to see and treat smallpox cases • Hospitals to self-identify as treatment centers • Identified hospitals to seek volunteers for Healthcare Response Teams

6. Pre-Clinic Issues: Facility and Team Identification • Volunteers to be “pre-screened” with education material that describe risk factors • Arrangements made for “take” evaluation

7. Clinic Issues: Clinic Characteristics • Large, open, well lighted and well ventilated space • At least 2 large doors for access and egress • Easy public access

8. Clinic Issues: Clinic Characteristics • Easy receipt of supplies (including vaccine) without disruption of clinic flow • Geographically central with good regional access • Appropriate MOU/MOA for facility use signed (if necessary)

9. Clinic Issues: Vaccination Scheduling • Hospitals submit list of Healthcare Response Team volunteers names to state • Schedule identified response team volunteers for vaccination • Persons not on list will not be vaccinated unless authorization is given by the hospital response team liaison

10. Clinic Issues: Security and Entry • Allows for orderly entry to clinic • Allows responses to more general questions about access, hours of operation, parking, etc. • Ensures clinic packet distribution

11. Clinic Issues: Clinic Briefing • General process overview • Appointments verified • Packet information read • Packet forms completed and consent signed • Questions answered

12. Clinic Issues: Medical Screening • Vaccination packet materials reviewed • Eligibility determined/verified • All who are determined to be eligible and who consent are referred for vaccination

13. Clinic Issues: Medical Screening • Designated Response Team volunteers may be ineligible due to: • Immunosuppression or household contact • Pregnancy or household contact • Eczema/atopic dermatitis or household contact • If further evaluation needed, Healthcare Response Team member is referred to the screening team manager (an MD) for final decision

14. Clinic Issues: Medical Screening • For those who are medically ineligible OR who “opt out” at this point – terminate the process

15. Clinic Issues: Vaccination • If Response Team volunteer accepts: • Administer vaccination • Observe standard (bloodborne pathogen) precautions • Clean arm only if excessive contaminants on skin • Use bifurcated needle to administer the vaccine; discard needle • Dress site • Give site care/reaction information • Schedule “take” evaluation

16. Clinic Issues: Data Collection • Review clinic forms for completeness • Authenticate vaccination card • Review site care/reaction information • Verify Response Team volunteer has vaccination card, medical history form, important telephone numbers, signed consent forms

17. Clinic Issues: Data Collection • Appointment for “take” evaluation • Enter clinic data into CDC data system or equivalent

18. Clinic Issues: Exit • Ensure steady egress from the clinic

19. Vaccination Issues: “Take” Evaluation • If “take” successful: • Update vaccination card • Review site care and adverse reactions information with vaccinee • If “take” is not successful, vaccinee will be referred for re-vaccination • If second vaccination unsuccessful, medical referral will be necessary

20. Vaccination Issues: Adverse Reactions • Significant adverse reaction rates per 1,000,000 for smallpox vaccine (unimmunized population) • Inadvertent inoculation 25 - 529 • Eczema vaccinatum 10 - 39 • Progressive vaccinia 1 - 2 • Post-vaccinial encephalitis 3 - 12 • Death 1- 2

21. Clinic Issues: Clinic Staffing • Suggested Clinic staffing pattern Position Number • Clinic manager 1 • Appointment scheduler 1 • Clinic briefing staff 1 • Medical screeners 5 - 6 • Supervisory screener (MD) 1 • Vaccinators 2

22. Clinic Issues: Clinic Staffing • Suggested Clinic staffing pattern Position Number • Vaccinator assistants 2 • Clinic supplies specialist 1 • Traffic controllers 2 • Data entry personnel 2 • Entry/exit monitors 2 • Security personnel 2

23. Clinic Issues: Security • Clinic parking: adequate, close, protected • Well marked clinic entrance(s) • Clinic traffic monitors • Provide telephone numbers for police, fire, utilities, facility owner/manager to security personnel

24. Clinic Issues: Worker Safety • Security on duty when staff arrive and easily accessible and responsive to clinic staff • Clinic facility secure, well lighted, and functional

25. Clinic Issues: Worker Safety • Workers should: • Receive adequate initial job training • Be given occasional work breaks to maintain attention to detail • Be cross-trained to relieve stress of repetitive motion or lack thereof • Have back-up personnel available in case of absence

26. Clinic Issues: Clinic Supplies • Have a 2-day supply of clinic supplies on hand to initiate operations • Keep supplies in a secure place separated from clinic traffic flow • Inventory and track supplies for use and re-supply • Dispose wasted supplies in accordance with regulations

27. Clinic Issues: Vaccine Handling • Inspect, log in and refrigerate vaccine immediately upon receipt • Keep at 35 - 46o F until ready for use • Storing in coolers with “cold packs” is acceptable

28. Clinic Issues: Vaccine Handling • Reconstitute vaccine just before use; do not reconstitute more than needed • Receiving/inventorying vaccine done by Clinic Supplies Manager • Reconstitution and delivery to vaccination station done by Assistant Vaccinator

29. Clinic Issues: Vaccine Handling • Use standard precautions, which include bloodborne pathogen precautions • Clean vaccine spills with a tuberculocidal agent • Dispose of materials used to clean a vaccine spill as medical waste • Discard used bifurcated needles in a sharps container

30. Clinic Issues: Vaccine Handling • Keep unused, reconstituted vaccine up to 30 days at 35 - 46o F • Make sure vial is dated • Do not use inappropriately stored vaccine; dispose as waste • Ensure security of vaccine

31. For More Information • CDC Smallpox website www.cdc.gov/smallpox • National Immunization Program website www.cdc.gov/nip